Mall.Executive - Tenant Relations Dubai Parks and resorts

About the Job:

An opportunity has arisen for a Job Title to join Entity Name. The main duties and responsibilities of this role:

Tenant Relations

• Strong focus required on administrative tasks, ensuring the accuracy of tenant data
• Develop strong, professional relationships with all retail tenants and coordinate for all major requirements.
• Ensure that all retail tenant s complaints, issues, and operational challenges are addressed regularly.
• Ensure that the tenants comply with Dubai Municipality regulations as well as with DHAM s lease and retail asset policies and procedures at all times, such as housekeeping, cleanliness, safety and security, etc.
• Monitor tenant compliance to specified standards to ensure their operations are within their signed lease agreement guidelines and regulations, such as HSE/ Fire safety, etc.
• Carry out routine checks to ensure that all tenant stores are trading, merchandised, presented well, and kept lean, maintained, and safe at all times.
• Ensure all maintenance and safety issues highlighted by the tenants are promptly escalated and resolved by the operations team and service providers.
• Inspect each unit per the approved schedule - Ensure all stores, including Specialty Leasing, manage the premises and maintain the stores in good working condition.
• Provide the necessary information for supporting the Senior Tenant Relations Executive and/or tenant and customer relations manager in preparing special case reports for rent discounts requested by important tenants to be presented to the Centre Manager and Executive Director for further action.
• Conduct tenant orientation meetings for the entire mall, covering emergency procedures, communication systems, and other security procedures relating to the tenants.
• Conduct tenants meetings on a regular basis to enhance relationships, operations, and customer experience.
• Draft the tenant letters, rent concession cases, early terminations, and other office memorandums.
• Ensure the mall management support officer collects the tenant data, such as tenants monthly sales records, footfall, sales performance, compliance documents, permits, etc.
• Ensure all tenants lease documentation is updated and in place.

Coordination with different departments

• Coordinate with the technical team to ensure that the functional specifications of retail and tenants requirements are implemented during the approved modification.
• Raise and escalate tenant issues arising within the common areas in coordination with the community management team to the Senior Tenant Relations Executive and/or the Tenant and Customer Relations Manager in a timely manner.
• Support set up and engagement with all marketing events and sponsored programs.
• Liaise with the finance department on tenant billing issues and queries, as well as reconciliations

Documentation and Communication

• Prepare and present timely tenant correspondence, memos, and requests in line with DHAM guidelines.
• Keep all tenant files/documentation up to date, such as an organized database of leases, trade licenses, insurances, tenants IDs, and Ejari, and ensure timely renewal of licenses before their expiry.
• Maintain accurate and up-to-date records for all tenants, which may be reviewed at any time by DHAM internal/external auditors and/or Government entities such as Dubai Municipality, Civil Defence, etc.
• Collect compliance documents (Insurances, Pest Control and Maintenance contract, AMC, Trade License for all tenants, Grease Trap, Kitchen hood/ecology unit contract and report, and LPG contracts for F&B units)
• Process all correspondence/communication received from Tenants. Maintain a tracker for tenant communication.

About you:

The ideal candidate for this position will have the following experience and qualifications:

• Coordinate with the technical team to ensure that the functional specifications of retail and tenants requirements are implemented during the approved modification.
• 2-4 years experience in retail / real estate management, mall operations, tenant relations, leasing, or customer experience.
• Middle East experience is a plus
• Excellent influencing and negotiation skills.
• Excellent problem-solving skills with the ability to maintain composure during difficult conversations.
• Excellent numerical ability / financial acumen and analytical skills.
• Excellent organization and multi-tasking skills.
• Expert in identifying and prioritizing key issues.
• Excellent analytical and judgment capabilities.
• Excellent interpersonal skills with the ability to establish and nurture relationships at all levels.
• Strong English communication skills. Arabic is a big plus.